Download Employee Appointment Books Manual

Employee Appointment Books
User’s Manual
Employee Appointment Books
Health District Information System
HDIS (Windows Ver. 4.0 )
Copyright  1998 by CHC Software, Inc
All Rights Reserved
CHC Software, Inc.
Health District Information Systems
[email protected]
Table of Contents
Introduction ................................................................................. 1
About This Manual ...................................................................... 1
Navigation .................................................................................... 2
Adding a Appointment Book...................................................... 4
Creating an Appointment Book ................................................. 5
Book/Print An Appointment ....................................................... 8
Print Button ............................................................................... 11
Employee In/Out Board ............................................................ 12
Maintenance - Add/Delete/Modify Tables ............................... 14
Introduction
This program is designed to assist you in organizing a systematic approach to entering
appointments and provides accurate up-to-date records within your health department.
Please review the manual carefully to obtain the maximum benefits. Little or no prior
computer experience is necessary to operate this program.
About This Manual
The Employee Appointment Module is simple to use. The maximum
benefit with the least time spent will be obtained if you start at the
first page of this manual and follow the directions exactly as you
enter the first record in your computer.
Square boxes in this manual surround the key that you are to press on your keyboard.
As an example, when you read
, press the enter key on your keyboard.
ENTER
The word
TYPE is followed by bracketed [
] instructions of what to type into a field.
Note: For Technical Support, email: [email protected]
Navigation
Whenever you see one
click the left side of your mouse once.
Whenever you see two
click the left side of your mouse twice.
Navigation Keys For Entering Information
Tab
ENTER
or
Shift
Alt
Tab
R
+
to move to next field
or
Up
Arrow
to go back one field
places you in the receipt screen.
Editing Keys
Backspace
deletes one character left of cursor
Delete
deletes one character
Insert
inserting & overwriting modes
When you see a pull-down field, click the arrow to the right to view all your choices.
Starting HDIS
MICROSOFT Windows Users
Start
Programs
Health District Info Systems
HDIS
2
Health District Information System Menu Bar
HDIS (Health District Information System)
has several different modules designed to
assist your health district in its day-to-day
operations. The Employee Appointment
Module is a great addition to these modules
and helps simplify scheduling appointments.
Management Services
Employee Appointment Books
3
Adding a Appointment Book
Maintenance – Appointment Books
The “Add/Delete/Modify Appointment Books” window allows you to add the individual
employee appointment books. To add an appointment book for an employee, simply
click “Add” and type the employee’s name in the “Name” field, give the book an
abbreviation (employee’s initials). When you are finished adding your books, click the
“Close” button.
4
Creating an Appointment Book
Create An Appointment Book
The “Appointment Schedule” window will create the appointment books for the
employees that you just have added in the “Add/Delete/Modify Appointment Books”
window. Enter the year and choose the employee book. Finally, select which month
you wish to create the appointment book. The month that you will select will turn BLUE.
Field/Button
Year
Appointment Book
Select Month
Create Book
Close
Description
Enter the year of the book
Select the employee
Click the month you wish to create the book
Click to create the book for the month and employee
Closes the window
5
Create Book
The “Create Appointment Times” window allows you to choose the time between
scheduled appointments (Interval), days that are available for scheduling appointments
(Block Out Days), and the times that are available for scheduling (Block Out Times).
Field/Button
Interval
Block out Days
Block out Times
Create Times
Close
Description
Interval of appointment times in minutes
Click on the days when appointments are able to be
scheduled ( x represents no appointment on that day)
Click on the times when appointments are able to be
scheduled; times with a checkmark will be blocked out.
Click to create available appointment times
Closes the window
6
Create Times
After clicking the “Create Times” button, the window above will appear prompting you to
double check your interval. Click “OK” to finish creating the book.
7
Book/Print An Appointment
Book/Print an Appointment
This window allows you to select what book you would like to book appointments.
Simply enter the year and choose the appointment book for the employee.
Field/Button
Year
Appointment Book
Book Appointment
Close
Description
Year of the book
Select the employee book you wish to schedule in
Click to navigate to the appointment book window
Closes the window
8
Book/Print an Appointment
The “Book Appointment” window is where you will book your appointments. The
upper left hand corner displays whose appointment book you are in and the year for that
appointment book. The month and day that you are scheduling will appear in BLUE.
The days that appear in BLACK are other days in the specified month that are available
for scheduling. The days that appear in RED are the block out days that are
unavailable for scheduling.
Field/Button
Name/Location
Address
Phone
Contact
Service
Comment
Book Appt.
Move Appt.*
Clear Appt.*
Delete Appt.*
Add Appointment
Description
Enter the name/location of the appointment
Enter the address
Enter the phone number
Enter the contact’s name
Enter the service
Enter any comments on the appointment
Click a time in the Grid, then click to book the appointment
Right click to move an appointment from the grid
Right click to clear an appointment
Right click to totally delete an appointment time from the grid
Click to add an appointment time to the grid
9
Search Book for Name
Only Available
Print
Close
Click to search for other appointments with the same
name/location
Click to view available appointment times only
Click to open the print window
Closes the window
**** The Appointment Books module can be accessed from any HDIS
Environmental Module by clicking ALT-A. All information from the record in that
module will be transferred into the appropriate fields in the appointment book (i.e.
name/location, address, contact, phone information).
10
Print Button
Print
Print Options
Field/Button
Print Daily
Print Daily
Print Mailing Labels
Print Envelopes
Print Letters
Print
Preview
Description
Prints a list of your daily appointments
Prints a list of your daily appointments with all times
Prints mailing labels for your appointments
Prints envelopes for your appointments
Prints letters for your appointments
Prints the report
Previews the report
11
Employee In/Out Board
In/Out Board – Environmental/Nursing
The Employee In/Out Board is available for both nursing and environmental workers.
Employees can mark whether they are in or out of the office and specify a return time.
You can enter specific information on your whereabouts by clicking the “Zoom” button.
This table can be accessed by all HDIS workstations.
12
Zoom
The Zoom button allows you to enter specific information if you are out of the office.
13
Maintenance - Add/Delete/Modify Tables
Maintenance
The maintenance menu contains a list of tables that you can modify for your program.
14
Appointment Books
Field/Button
Name
Abbreviation
Close Button
Add Button
Delete Button
Print Button
Description
Enter the employee’s name
Enter the initials of the employee
Closes the table
Adds a contact to the list
Deletes a highlighted entry
Prints the list
15
General Profile
The General Profile enables you to enter the basic information for your health
department.
16
Printer Setup
The print setup allows you to choose from what printer you would like to print. Select
the printer in the name dropdown and click “OK”.
Reindex/Pack Appointment Book Files
This function is only needed should your data be corrupt due to a power failure. Please
contact CHC Software if you have any questions or concerns.
17
CHC Software, Inc.
Health District Information Systems
[email protected]